Privacy Policy
This privacy policy explains how Charlotte Pearce Coaching (“I”, “me”, “my”) collects, uses, stores and protects the personal information you provide when you visit this website or get in touch about coaching services. I am the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who I am
Charlotte Pearce, sole-trader, trading as Charlotte Pearce Coaching, based in the United Kingdom. You can contact me at charlottepearcecoaching@gmail.com.
2. What information I collect
I only collect personal data that you choose to share with me. This will typically include:
- Your name and email address when you email me or book an introductory call
- Information you share in our coaching conversations, including any goals, context or notes
- Calendar booking details if you schedule a call through Calendly (name, email, time zone, date/time selected)
- Basic technical information such as your IP address, browser and device type, collected automatically by my hosting provider for security and reliability purposes
I do not use cookies, advertising trackers or analytics scripts on this website.
3. Why I collect it and the legal basis
I use your personal data for the following purposes:
- Responding to enquiries — legal basis: legitimate interests (responding to the request you initiated) or, where relevant, taking steps to enter into a contract.
- Delivering coaching sessions — legal basis: performance of the coaching contract between us.
- Keeping minimal session notes — legal basis: legitimate interests in providing professional, continuous coaching support.
- Meeting legal and regulatory obligations — including the International Coaching Federation (ICF) Code of Ethics — legal basis: legal obligation and legitimate interests.
4. Confidentiality of coaching conversations
The content of our coaching conversations is treated as strictly confidential in line with the ICF Code of Ethics. I will not share what you tell me with any third party, except in the limited circumstances where I am legally required to do so (for example, if I become aware of a serious risk of harm to you or someone else, or if compelled by a court order).
5. Who I share data with
I rely on a small number of trusted service providers to run my practice. These act as data processors and are bound by their own terms and privacy policies:
- Calendly — for booking introductory calls
- Google (Gmail) — for email correspondence
- Video conferencing platforms (e.g. Zoom, Google Meet) used for sessions you have booked
Some of these providers are based outside the UK. When personal data is transferred internationally, it is protected by the safeguards required under the UK GDPR (for example, the UK’s adequacy decisions or the International Data Transfer Addendum).
6. How long I keep your data
I keep your personal data for only as long as is necessary:
- Email correspondence: typically up to 3 years from your last contact, then deleted
- Coaching session notes: for the duration of our coaching relationship and up to 5 years afterwards, in line with professional record-keeping standards
- Calendly booking records: managed within Calendly under their retention rules
7. Your rights
Under the UK GDPR you have the right to:
- Request a copy of the personal data I hold about you
- Ask me to correct any inaccurate information
- Ask me to delete your personal data (the “right to be forgotten”), where there is no compelling reason for me to keep it
- Object to or restrict how I use your data
- Request that I transfer your data to another provider, where technically feasible
- Withdraw consent at any time, where consent is the legal basis for processing
To exercise any of these rights, email me at charlottepearcecoaching@gmail.com. I aim to respond within 30 days.
8. Complaints
If you are not satisfied with how I have handled your personal data, you can raise a complaint with the UK Information Commissioner’s Office (ICO):
- Website: ico.org.uk/make-a-complaint
- Telephone: 0303 123 1113
9. Security
I take reasonable precautions to protect your data, including secure devices, strong passwords and two-factor authentication on the services I use. No method of transmission over the internet is 100% secure, but I work to use providers with appropriate security standards.
10. Updates to this policy
I may update this policy from time to time. The “last updated” date at the top of the page will reflect any changes. Material changes will be flagged where reasonably possible.